Rental__Winter_Heavy_Equipment.pdf

Event Description THIS IS A FORMAL REQUEST FOR PROPOSAL (RFP). Fax responses and non-electronic responses will NOT be accepted.

All responses must be submitted on-line through the SWIFT Supplier Portal before the Event Due Date and Time.

Late responses will not be accepted.

PURPOSE. The purpose of the Solicitation is to contract with a Responder(s) to provide winter season statewide rental of heavy commercial industrial on-road and off-road maintenance equipment (loaders, dozers, and motor graders) which may be rented by Minnesota Dept. of Transportation (MnDOT).

These rental equipment contracts will help support MnDOT in critical snow and ice events throughout the state.

PRE-PROPSAL MEETING: A pre-proposal meeting will take place from 10:00 – 11:00 AM on August 6, 2026, as a Microsoft Teams Meeting. Attendance is optional but recommended. Responders must register by sending an email to karen.mcintyre@state.mn.us at least 48 hours prior to the Microsoft Teams meeting to receive an invitation.

QUESTIONS. If you have questions about the contents of the RFP, you must submit your questions to Karen McIntyre at karen.mcintyre@state.mn.us by 3:00 PM on August 13, 2026.

For questions about the SWIFT Vendor Supplier Portal, please contact the Vendor Help Desk at 651-201-8100, General Comments

- Notes for Response Documents:

* Please attach each document only once.

* The special characters on the upper-case number keys should not be used in either the attachment name or the file name of the attachment. This includes these characters: ~ ! @ # $ % ^ & * ( ) . Also do not use – but use _ instead.

The only file types accepted in SWIFT are: .DOC, .DOCX, .JPEG, .JPG, .ODP, .ODS, .ODT, .PDF, .RTF, .TXT, .VDX, .VSD, .VSS, .VST, .VSX, .VTX, .XLAM, .XLL, .XLS, .XLSB, .XLSM, .XLSX, .XLT, .XLTM, .XLTX, .XLW, .XML

Review the following documents prior to submitting a response:

1. Event Details

2. Event No. 18489 RFP Content

3. Event No. 18489 RFP Attachments

4. Event No. 18489 Sample Contract & Exhibits

5. Event No. 18489 Exhibit D - Price Schedules

Complete and upload the following completed documents as a part of your response:

1. Attachment A: Responder Declarations

2. Attachment B: Exceptions to State’s Terms and Conditions, if applicable

3. Attachment D: Equal Pay Information Form and Workforce Certificate Declaration Page

4. Attachment E: Additional Information Form

5. Exhibit D: Price Schedule

6. Exhibit D - Supplement 1: Sample Invoice and Sample Quote

Event Details

PUBLIC EVENT DETAILS

Agency: Admin/State Procurement Contact: McIntyre,Karen E Phone: 651/201-3124

Email: karen.mcintyre@state.mn.us

Event ID Format Type Page G0210-2000018489 Sell RFx 1 Event Round Version 1 1 Event Name Rental: Winter Heavy Equipment Start Time Finish Time 07/17/2026 14:00:00 08/27/2026 14:00:00

Event Currency: US Dollar Bids allowed in other currency: No

In order to participate in this event YOU MUST BE REGISTERED as either a bidder or a supplier.

General Questions Question Response

DIVERSITY AND INCLUSION

Is your business based in Minnesota and considered small according to the OSP small business size standards? The link below provides size standard requirements. Please note (all web addresses can be copied and pasted into a web browser for further review) https://mn.gov/admin/business/vendor-info/oep/sbcp/size

And:

Is your business a for-profit business that is majority owned, operated and controlled by:

• a racial minority,

• a woman,

• a person with a substantial physical disability,

• a veteran or service-disabled veteran, or is your business

• located in, or the owner lives in, an economically disadvantaged county?

http://mn.gov/admin/business/vendor-info/oep/sbcp/ed/co unties )

If your company meets these basic criteria, it may be eligible for certification in the state’s Small Business Procurement Program. For more information on eligibility requirements please visit https://sbcp.mn.gov/. You can also contact the Office of Equity in Procurement at Procurement.Equity@state.mn.us or 651-201-2402 for further information.

• Do you believe your company meets the criteria listed above?

• Your response to this question is for informational purposes only. If you select YES, and are not certified, a member of the Office of Equity in Procurement will contact you to provide additional information regarding the State’s Small Business Procurement Program. (Responders must select Yes or No to continue submitting their response.)

Yes

Event Details (cont.)

PUBLIC EVENT DETAILS

Agency: Admin/State Procurement Contact: McIntyre,Karen E Phone: 651/201-3124

Email: karen.mcintyre@state.mn.us

Event ID Format Type Page G0210-2000018489 Sell RFx 2 Event Round Version 1 1 Event Name Rental: Winter Heavy Equipment Start Time Finish Time 07/17/2026 14:00:00 08/27/2026 14:00:00

Event Currency: US Dollar Bids allowed in other currency: No

Response Comments

Upload Attachments A, B, D and E attachments here.

• ATTACHMENT A: RESPONDER DECLARATIONS

• ATTACHMENT B: EXCEPTIONS TO STATE’S TERMS AND

CONDITIONS

• ATTACHMENT D: RESPONDER FORMS - WORKFORCE AND EQUAL

PAY DECLARATION PAGE

• ATTACHMENT E: ADDITIONAL INFORMATION

Note: Please include the MN Dept. of Human Rights Workforce Certificate and Equal Pay Certificate if your company has been issued these certificates.

A file attachment is required to satisfy this question.

Response Comments

Upload Exhibit D - Price Schedules here

A file attachment is required to satisfy this question.

Response Comments

Upload Exhibit D Supplement 1: Sample Quote & Sample Invoice here.

Note: Please include PO Number or Contract Number on the documents.

A file attachment is required to satisfy this question.

Event Details (cont.)

PUBLIC EVENT DETAILS

Agency: Admin/State Procurement Contact: McIntyre,Karen E Phone: 651/201-3124

Email: karen.mcintyre@state.mn.us

Event ID Format Type Page G0210-2000018489 Sell RFx 3 Event Round Version 1 1 Event Name Rental: Winter Heavy Equipment Start Time Finish Time 07/17/2026 14:00:00 08/27/2026 14:00:00

Event Currency: US Dollar Bids allowed in other currency: No

Response Comments

Optional Bid Factor

Upload any additional documents here.

A file attachment is required to satisfy this question.

Response Comments

If you fail to upload attachments requested in the solicitation, your response may be disqualified. Have you uploaded the required or requested attachments?

(Yes / No)

Yes

Response Comments

Event Details (cont.)

PUBLIC EVENT DETAILS

Agency: Admin/State Procurement Contact: McIntyre,Karen E Phone: 651/201-3124

Email: karen.mcintyre@state.mn.us

Event ID Format Type Page G0210-2000018489 Sell RFx 4 Event Round Version 1 1 Event Name Rental: Winter Heavy Equipment Start Time Finish Time 07/17/2026 14:00:00 08/27/2026 14:00:00

Event Currency: US Dollar Bids allowed in other currency: No

Line Details

Line: 1 Item ID: Line Qty: 1 UOM: EACH Bid Qty: 1

Reserve Price: No

Description: Rental: Winter Heavy Equipment

Question Response

DO NOT SELECT: ‘I DECLINE TO BID ON THIS LINE’ !

Selecting this box may cause your response to be rejected.

However, the system still has a requirement when you submit your proposal to enter a dollar figure for the line item bid price. Enter in $0.01.

Response Comments

Event Details (cont.)

PUBLIC EVENT DETAILS

Agency: Admin/State Procurement Contact: McIntyre,Karen E Phone: 651/201-3124

Email: karen.mcintyre@state.mn.us

Event ID Format Type Page G0210-2000018489 Sell RFx 5 Event Round Version 1 1 Event Name Rental: Winter Heavy Equipment Start Time Finish Time 07/17/2026 14:00:00 08/27/2026 14:00:00

Event Currency: US Dollar Bids allowed in other currency: No

Bidder Information Firm Name:

Name: Signature: Date:

Phone #: Fax #:

Street Address:

City & State: Zip Code:

Email:

Event Details (cont.)

PUBLIC EVENT DETAILS

Agency: Admin/State Procurement Contact: McIntyre,Karen E Phone: 651/201-3124

Email: karen.mcintyre@state.mn.us

Event ID Format Type Page G0210-2000018489 Sell RFx 6 Event Round Version 1 1 Event Name Rental: Winter Heavy Equipment Start Time Finish Time 07/17/2026 14:00:00 08/27/2026 14:00:00

Event Currency: US Dollar Bids allowed in other currency: No

Appendix A - Line Specifications Line: 1 Item ID: Line Qty: 1 UOM: EACH Description: Rental: Winter Heavy Equipment

Item Specifications

Manufacturer:

Mfg Item ID:

Item Length: 0 Item Height: 0 Item Width: 0 Dimension UOM:

Item Volume: 0 Volume UOM:

Item Weight: 0 Weight UOM:

Item Size: Item Color:

Shipping Information

Schedule: 1 Ship To:

Quantity: 1 Due Date: 07/23/2026 Freight Terms:

Ship Via:

Event Details (cont.)

PUBLIC EVENT DETAILS

Agency: Admin/State Procurement Contact: McIntyre,Karen E Phone: 651/201-3124

Email: karen.mcintyre@state.mn.us

Event ID Format Type Page G0210-2000018489 Sell RFx 7 Event Round Version 1 1 Event Name Rental: Winter Heavy Equipment Start Time Finish Time 07/17/2026 14:00:00 08/27/2026 14:00:00

Event Currency: US Dollar Bids allowed in other currency: No

Appendix B - Terms & Conditions

1. Please review the attached Terms and Conditions attached to the event.

Last Updated: 12/24/2018

Event Details (cont.)

PUBLIC EVENT DETAILS

Agency: Admin/State Procurement Contact: McIntyre,Karen E Phone: 651/201-3124

Email: karen.mcintyre@state.mn.us

Event ID Format Type Page G0210-2000018489 Sell RFx 8 Event Round Version 1 1 Event Name Rental: Winter Heavy Equipment Start Time Finish Time 07/17/2026 14:00:00 08/27/2026 14:00:00

Event Currency: US Dollar Bids allowed in other currency: No